Administrative Specialist - Rescue

Blacksburg, Town of•Blacksburg, VA

5d•Onsite

About The Position

The Administrative Specialist serves as the organizational hub of the Blacksburg Volunteer Rescue Squad, providing professional administrative, financial, and operational support that enables emergency responders to focus on delivering exceptional patient care and rescue services to the community. This position serves a vital role in supporting the Rescue Squad's operations, volunteers, and community presence. The Administrative Specialist coordinates day-to-day administrative operations, supports volunteer recruitment and onboarding, assists with financial and purchasing processes, manages records and communications, coordinates meetings and events, and serves as one of the primary public faces of the Rescue Squad. Working closely with the Rescue Chief, leadership team, volunteer officers, Town staff, and community members, the Administrative Specialist helps ensure the Rescue Squad remains organized, responsive, and prepared to provide emergency services 24 hours a day, 365 days a year. The successful candidate is highly organized, customer-service oriented, comfortable managing multiple priorities simultaneously, exercises sound judgment when handling confidential information, and enjoys working in a mission-driven public safety environment where no two days are alike. Work is performed under the general supervision of the Rescue Chief.

Requirements

High school diploma or GED
3 to 5 years of experience working in an office environment or equivalent combination of education and experience
Exceptional organizational and time management skills
Excellent written and verbal communication
Ability to manage competing priorities with minimal supervision
Professional customer service skills
Ability to maintain confidentiality and discretion
Strong attention to detail
Ability to learn new software systems quickly
Experience with Microsoft Office, especially Outlook, Excel, and Word
Ability to build positive working relationships with volunteers, Town employees, and the public
Comfort working in a fast-paced public safety environment
Basic accounting and QuickBooks knowledge preferred
Notary within six months
Valid driver’s license in the Commonwealth of Virginia
Work regularly requires sitting, speaking, or hearing, using hands to finger, handle, or feel, and repetitive motions, frequently requires walking, and occasionally requires standing and reaching with hands and arms
Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operating motor vehicles, and observing general surroundings and activities

Nice To Haves

QuickBooks Experience
supporting volunteers or nonprofit organizations
Experience in public safety, local government, healthcare, or emergency services

Responsibilities

Serve as the primary point of contact for visitors, volunteers, vendors, and the public
Answer and route incoming telephone calls and electronic communications
Maintain professional reception and office operations
Manage correspondence, filing systems, records, and document retention
Process invoices, credit card statements, and purchasing documentation
Assist with accounts payable and receivable
Record donations and prepare deposits
Maintain QuickBooks records
Assist with annual budget preparation and financial reporting
Assist with volunteer recruitment and onboarding
Maintain volunteer personnel records
Coordinate background checks, paperwork, and orientation materials
Assist leadership with scheduling meetings and volunteer events
Coordinate meetings, travel, conferences, and special events
Assist with annual fund drives and community outreach events
Support EMS cost recovery activities
Process workers' compensation, injury, and accident documentation
Maintain office supplies and equipment
Perform notary services
Prepare reports, correspondence, and presentations
Perform other related duties as assigned